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HGC SUPERHUB HOSTED EXCHANGE EMAIL OUTLOOK WEB APP (OWA) 2010 USER GUIDE V2013.6 HGC Superhub Hosted Email OWA User Guide @ 2014 HGC. All right reserved.

Table of Contents 1. Get Started... 4 1.1 Log into Your Email Account over the Web... 4 1.2 Introduction to Your Inbox... 5 1.2.1 The Email Navigation Pane... 6 1.2.2 Outlook Web Address Bar... 7 2. Create and Send New Messages... 8 2.1 Create a New Messages... 8 2.2 Address the Message... 9 2.2.1 Address the Message by Typing in the Name... 9 2.2.2 Address the Message Using the Address Book... 10 2.3 Attach a File to the Message... 11 2.4 Save a Message to Send Later... 11 2.5 Set the Importance of a Message... 12 2.6 Insert a Signature... 12 3. Manage Messages... 14 3.1 Message Icons... 14 3.2 Mark Messages as Unread... 15 3.3 Delete Messages... 15 3.4 Message Flagging... 16 3.5 Message Categories... 17 3.6 Search for a Message... 18 3.7 Respond to the Request for a Read Receipt... 19 3.8 Reading Pane... 20 4. Work with Folders... 21 4.1 Create a New Folder... 21 4.2 Move Messages between Folders... 22 4.3 Delete a Folder... 23 1 P a g e

5. Your Contacts... 24 5.1 Add a Contact... 24 5.2 Edit a Contact... 24 5.3 Delete a Contact... 25 5.4 View your Contacts... 25 5.5 Sort your Contacts... 25 5.6 Search for a Contact... 26 5.7 Email a Contact... 26 6. Your Calendar... 27 6.1 OWA Calendar Basics... 27 6.1.1 Open your Calendar... 27 6.1.2 The Calendar Toolbar... 28 6.1.3 The Calendar Navigation Pane... 28 6.2 View your Calendar... 29 6.3 Make a New Appointment... 30 6.3.1 Set the Importance of Your Appointment... 31 6.3.2 Set a Recurrence for Your Appointment... 31 6.4 Modify an Existing Appointment... 32 6.4.1 Modify an Appointment... 32 6.4.2 Cancel an Appointment... 32 6.4.3 Change a Recurrence... 32 6.5 Schedule a Meeting... 33 6.6 Modify an Existing Meeting... 35 6.6.1 Reschedule a Meeting... 35 6.6.2 Cancel a Meeting... 35 6.7 Receive a Meeting Request... 36 6.8 Calendar Reminders... 37 6.8.1 Activate Your Reminders Option... 37 6.8.2 Set a Reminder to Snooze... 37 2 P a g e

6.8.3 Dismiss a Reminder... 37 7. Your Tasks... 38 7.1 Tasks Basics... 38 7.1.1 Open your Tasks... 38 7.1.2 The Task Toolbar and Navigation Pane... 38 7.2 Create a Task... 39 7.3 Modify an Existing Task... 39 7.4 Mark a Task as Complete... 40 7.5 Delete a Task... 40 8. Use the Out Of Office Assistant... 41 9. Rules... 43 9.1 Create a New Rule... 43 9.1.1 Move Messages from someone to a folder... 44 9.1.2 Move Messages with Specific words in the subject to a folder... 45 9.1.3 Move Messages sent to a distribution list to a folder... 46 9.1.4 Delete messages that have specific words in the subject... 47 9.1.5 Create a New Rule for Arriving Messages... 48 9.2 Change an Existing Rule... 49 9.3 Reorder Your Rules... 49 9.4 Delete a Rule... 49 10. Email Account Management... 50 10.1 Check the Size of Your Email Account... 50 10.2 Empty Your Deleted Items Folder... 50 10.3 Deal with Junk Emails... 51 10.4 Change Password... 51 11. Log out of OWA... 52 12. Get Help... 53 3 P a g e

1. Get Started 1.1 Log into Your Email Account over the Web Steps: 1. Open your internet browser, and enter the following address: webmail.hgcbizmail.com. 2. You can simply check the option for logging in via a public or shared computer for more secured measures. 3. There is another option for the Light Version of Outlook. 4. Please enter your Email Address and password. 5. Click Log On. 2. 3. 4. 5. * The OWA Light Option provides an interface with fewer features. Useful if broadband speed is low. OWA Light addresses accessibility requirements and is optimized for users with low vision. Open with OWA Light by clicking on the checkbox to the left of Use the light version of Outlook Web App on the logon page. 4 P a g e

1.2 Introduction to Your Inbox Once you have successfully login to your email account, you will be presented with the following screen. 1. The Outlook Web App Bar 2. Navigation Pane 3. The Inbox Toolbar 4. Search for a message 5. List of email messages (currently displayed in conversation view) 6. Reading Pane 1. 2. 3. 4. 5. 6.. 5 P a g e

1.2.1 The Email Navigation Pane This section lists favorite email folders e.g. Inbox and Sent Mail. This section lists all email folders including all the folders you have created as well as the standard folders e.g. Calendar and Tasks. This section is made up of buttons which allow you to quickly access your Inbox, Calendar, Contacts and so forth. 6 P a g e

1.2.2 Outlook Web Address Bar Click on the Address Book icon to open the Address Book. Click to log off. Use the Find Someone box to quickly search the Global Address Book no matter where you are within OWA. Start to type the name of the person you want to find and a list of possible matches will appear. Click on the relevant person and their contact details and scheduling information will open. Click on the Options button to display a list of options relevant to the folder you are in e.g. if you press Options when in an email folder you will get a list of Email and Message options. * You must remember to log out of your email account to prevent other users from accessing your mail and potentially abusing your account. 7 P a g e

2. Create and Send New Messages 2.1 Create a New Messages To create a new message, click New on the Inbox Toolbar. Then select Message from the drop down menu. Then the following dialogue box will appear. 8 P a g e

2.2 Address the Message The following addressing options are available: To: Sends the message to the selected recipient. CC: Sends a Carbon Copy of the message to the selected recipient. BCC: Sends a Blind Carbon Copy of the message to the selected recipient. The recipient s name will not be visible to other recipients of the message. Tip: If you wish to include a recipient in the BCC field and the field is not visible: click Options, tick the checkbox next to Show BCC and click OK. 2.2.1 Address the Message by Typing in the Name If you are sure of the recipient s full name: Type the name in the To, CC or BCC sections of the new message. You can type the name in any format as long as you include the first name and the surname. If you start typing the name of a recipient you have emailed in the past a list of possible name matches will appear, click on the name of the correct recipient. OR If the correct name does not appear, click Check Names A list of possible matches from the Global Address List will appear, click on the name of the correct recipient. 9 P a g e

2.2.2 Address the Message Using the Address Book There are 2 separate address lists contained within your address book: Global Address List: A directory containing the email address of all staff and students including any University mailing lists. Contacts: A list of your personal contacts. To find out more about Contacts, refer to section 6.0. To address the message using the Address Book: From within a message click on the To, CC or BCC buttons as required. The Address Book will open and look similar to the following.. In the left hand column, click on the relevant address list In the search field at the top of the Address Book, type the name, part of the name or the matriculation number of your first recipient and click Search. (Type the name you want to search here) Tip: you can type the name in any format: [surname, forename]; [forename, surname]. If you only type the surname or the forename then it will bring up a list of people with matching surnames/forenames. A list of matching names will appear. Double click on the name of the correct recipient to add them to the To, CC or BCC fields as required. OR Highlight the name of the correct recipient and click on the To, CC or BCC buttons as appropriate. Repeat the process until you have entered the name(s) of all recipients. Click OK. Tip: If the name or matriculation number cannot be found in the address book then the text No items found will be displayed in the dialog box. In this situation you should check the spelling or numbers and try again. You could also try searching using a different field e.g. first name only. 10 P a g e

2.3 Attach a File to the Message Steps: 1. With the message open, click Add Attachment icon. 2. Navigate to the location of the file by clicking on the drop down menu to the right of the Look In field, select the required drive and open the required folder by double clicking. 3. Click once to highlight the required file. 4. Click Open. The full pathname 6. of the file will now be visible in the box to the left of the Browse button. 5. Repeat the process until you have attached all of the necessary files. 6. The attached file name will now be visible at the top of the message 6. 2.4 Save a Message to Send Later When you message is open, type the message and subject, then click Save icon. The message will be saved to your Drafts folder. 11 P a g e

2.5 Set the Importance of a Message You can alert the recipient of the importance of a message. The message will appear on the recipient s computer with an additional icon denoting high or low importance. If the message is of high importance: 1. When your message is open, select the High Importance icon OR select Options. 2. Select High from the Importance drop down menu. 3. Click OK. If the message is of low importance: 1. When your message is open, select the Low Importance icon OR select Options. 2. Select Low from the Importance drop down menu. 3. Click OK. 2.6 Insert a Signature You can either automatically insert a signature in every single outgoing message alternatively you can manually insert a signature as and when it is required. Before inserting a signature you need to create it. To create a signature, steps: 1. Click Options on the Outlook Web App Bar. Click See All Options. 2. Select Settings, you will see Email Signature box under Mail. 3. Type your signature text as required. 4. Use the formatting options to customize your signature. 5. If you want your signature to appear on all outgoing messages, check the box Automatically include my signature on messages I send. 6. Click Save. 12 P a g e

2. 4. 3. 5. If you choose not to include your signature on all outgoing messages and you wish to include your signature on a particular message, insert the signature as and when it is required by clicking Insert Signature icon when in a new message 13 P a g e

3. Manage Messages 3.1 Message Icons Messages within your inbox are displayed with various icons allowing you to quickly view their status: Unread message Read message Notification of a delivered message. You will only get a notification if you ve requested a delivery receipt Notification of a read message. You will only get a notification if you ve requested a read receipt Notification that a message was not read. You will only get a notification if you ve requested a read receipt High importance message Low importance message Message containing one or more attachment(s) Once you have actioned a message, other icons will be displayed: Message you have replied to Message which has been forwarded Unflagged message Flagged message Previously flagged message which is now complete Uncategorized message Categorized message 14 P a g e

3.2 Mark Messages as Unread 1. Right click on the message you wish 2. Select Mark As Unread. The message appearance of an unread message. 3.3 Delete Messages You can delete message that are open, click Delete. You can also delete messages listed in your email folder without opening them first. Highlight the email and right click, then Delete. 15 P a g e

3.4 Message Flagging You can Flat messages requiring further action. Complete message Flagged message Unflagged message To flag a message: Within the Inbox or other email folder click on the flag next to the required message. The flag turns red. To mark a flag as complete: Click on the flag on the flagged message. The flag icon becomes a tick icon. To clear a flag: Right click on the required flag. Select Clear Flag from the list of options. To set a date and reminder: Right click on the required message flag. Select Set Date and Reminder. If you wish to receive a pop up reminder, click on the Reminder checkbox and use the drop down date and time selectors to enter the date and time of your reminders. Click OK 16 P a g e

3.5 Message Categories OWA Categories help you to organize items in your mailbox by allowing you to assign specific colors to individual items. You can assign up to 3 categories to any item. Categories can be assigned to Contacts, Calendar Items and Tasks as well as Messages. An item assigned with 3 categories An item with one category assigned to it An item with no categories assigned to it To add a Category to a message, steps: 1. On the message that you wish to categorize, click on the Category box or. 2. The Category pop up box will appear: 3. Click the checkbox to the left of the category you wish to assign to the item. Repeat until you have assigned all relevant categories. 4. Click away from the Category pop up box to save your changes. 5. To Remove a Category, click on the Category box, then click Clear Categories. To Create New Categories, assign different colors to categories and assign specific name to each category: 1. On the message that you wish to amend, click on the Category box or. 2. On the Pop up menu, click Manage Categories. 3. Select the Category you wish to amend. 4. Click on Create New Category, Change Category Color or Delete Category as appropriate. 5. Click OK once you have made your changes. 17 P a g e

3.6 Search for a Message Steps: 1. Open the folder you wish to search. 2. Click Search field on the toolbar: 3. Enter a search term which could be words from the subject and/or text of the message or a sender s name. 4. Click the drop down menu to specify the search location: 5. To view the advanced search options click on the chevrons, then see below box 6. When you are ready to search either press the return key or click magnifying glass.the items meeting your search criteria will be displayed. 7. Double click on the relevant item to open it. 18 P a g e

3.7 Respond to the Request for a Read Receipt Some senders may request a read receipt from you so they know when their has been read. You can choose whether or not to send a read receipt. Steps: 1. Click Options on the Outlook Web App Bar. Click See All Options. 2. Select Settings, see the Mail. 3. Select the required radio button under Read Receipts 4. Click Save.. 2. 3. 4. 19 P a g e

3.8 Reading Pane The Reading Pane allows you to view a preview of the highlighted message. Usually as a default the Reading Pane is displayed in the right hand column however you can change the settings to display the Reading Pane at the bottom of the screen or switch it off altogether. To change the Reading Pane display settings, steps: 1. Click on the View button on the Inbox Toolbar. 2. Select the required option from the drop down menu. 1. 2. You can also alter the settings so that the messages viewed in the Reading Pane appear as read or unread depending on your preference, steps: 1. Click Options on the Outlook Web App Bar. Click See All Options. 2. Select Settings, see the Mail. 3. Select you preferred option. 4. Click Save. 2. 3. 4. 20 P a g e

4. Work with Folders 4.1 Create a New Folder 1. In the Navigation Pane right click on the folder which the new subfolder is to be created in e.g. Inbox. 2. Select Create New Folder. 3. Enter a folder name in the space provided and press the Enter/Return key on the keyboard 21 P a g e

4.2 Move Messages between Folders To move a message from one folder (e.g. the inbox) to another, steps: 1. Highlight the message to be moved. 2. Click and drag the message and drop it in the destination folder in the Navigation Pane. OR 1. Highlight the message to be moved and right-click on the message. Select Move to Folder. 2. On the Move to Folder pop up, select the folder. Click Move. 22 P a g e

4.3 Delete a Folder Steps: 1. In the Navigation Pane, right click on the folder to be deleted. 2. Select Delete from the drop down menu 3. Below box pop up, click Yes. 23 P a g e

5. Your Contacts The Contacts folder allows you to store details of your own personal or business Contacts. As well as storing their email address you can store their company details, personal address, website address and any other information about the contact. 5.1 Add a Contact Steps: 1. In the Navigation Pane, click Contacts. 2. Click New icon. 3. A new contact screen will appear. 4. Complete the details as required. (You do not need to populate all the fields) 5. Click Save and Close. You will be returned to your Contacts folder with the new Contact listed. 5.2 Edit a Contact Steps: 1. Double click to open the Contact that you wish to edit. 2. Make the required changes. 3. Click Save and Close. The changes will be saved. 24 P a g e

5.3 Delete a Contact Steps: 1. Highlight the Contact you wish to delete. 2. Click the delete button. OR Hit the delete key on your keyboard. 5.4 View your Contacts Steps: 1. Click Contacts on the Navigation pane. 2. If you have your Reading Pane open click once on the contact you wish to view, the details will be displayed in the Reading Pane. OR If you do not have your Reading Pane open double click on the Contact you wish to view. Their details will be displayed on the screen. 5.5 Sort your Contacts In the Contacts folder, click Arrange by file and click the category you want to sort by. 25 P a g e

5.6 Search for a Contact Steps: 1. Click Search field on the Contacts Toolbar. 2. Enter all or part of the Contact s name. 3. Click the drop down menu to specify the search location. 4. When you are ready to search either press the return key or click on the magnifying glass icon. 5. The Contacts meeting your search criteria will be displayed. 6. Double click on the relevant Contact to open it. 5.7 Email a Contact Steps: 1. In the Contacts folder, double click the Contact you wish to email 2. Click the New Message to Contact icon. 3. The New Message dialog box will open with the contact s email address already entered into the To: field. 26 P a g e

6. Your Calendar 6.1 OWA Calendar Basics 6.1.1 Open your Calendar Steps: 1. Click Calendar in the Navigation Pane. 2. The calendar will open. Calendar Toolbar Calendar Navigation Pane Preview Pane Scheduled appointments and meetings are displayed in this section Meeting Example 27 P a g e

6.1.2 The Calendar Toolbar Delete an appointment or meeting schedule Share your calendar with colleagues Print New calendar Go to Today Switch Views Day, Work Week, 7 Day Week, Month Change Reading Pane options 6.1.3 The Calendar Navigation Pane Use this section to navigate calendar dates Create new Calendars or navigate between Calendars here 28 P a g e

6.2 View your Calendar You can customize how many days are visible at one time. Displays all scheduled appointments and meetings for the current day. Displays all scheduled appointments and meetings for the current work week. (Tip: You can customize your Work Week within Calendar Options by clicking on Options from the Outlook Web App Bar and selecting Calendar Options from the Navigation Pane.) Displays all scheduled appointments and meetings for the current week. Displays all scheduled appointments and meetings for the current month. You can change the day, week or month that you view by clicking a date on the Date Navigator then reselecting the week or month view if required. 29 P a g e

6.3 Make a New Appointment An appointment refers to an engagement that only you will attend, this is different to a meeting, which involves others. Steps: 1. Click on the New button on the Calendar toolbar. OR 1. Click on the arrow to the right of the New button. 2. Select Appointment from the drop down menu. The new appointment screen will appear. 3. Enter the relevant fields as required. Enter the Subject and Location Attach a File to your appointment Enter the Start Time and End Time using the drop down lists In the Show time as drop down list select how you wish your time to appear during the appointment. The options are Busy, Free, Tentative and Out Of Office. This is useful for others who are viewing your Calendar. If you wish to receive a reminder tick the Reminder checkbox and select a timescale from the drop down list. Type and additional information in the message body.. 30 P a g e

6.3.1 Set the Importance of Your Appointment If the appointment is of high importance, select the High Importance icon If the message is of low importance, select the Low Importance icon Click Save and Close to close the appointment. 6.3.2 Set a Recurrence for Your Appointment If your appointment occurs on a regular basis, you can set the item as recurring to save you from having to re-enter the information every time the appointment takes place. Steps: 1. When your appointment is open, click on the Recurrence icon 2. The Recurrence dialog box will open Select the Appointment Start and End times using the drop down menu. Define the Recurrence pattern in this section. Use this section to specify the start and end dates of the recurrence. 3. Once you have made your selections, click OK. 4. Click Save and Close to close the appointment. 31 P a g e

6.4 Modify an Existing Appointment 6.4.1 Modify an Appointment 1. Within the Calendar double click on the appointment to open it. 2. Make the required changes. 3. Select Save and Close. 6.4.2 Cancel an Appointment 1. Within the Calendar double click on the appointment to open it. 2. Click the Delete icon. 3. It will be removed from your Calendar. 6.4.3 Change a Recurrence 1. Within the Calendar double click on the appointment or meeting to open it. 2. When prompted to select This Occurrence or The Series select The Series. 3. Click the Recurrence icon. 4. Make the relevant changes. 5. Click OK. 6. Click Save and Close. 32 P a g e

6.5 Schedule a Meeting Creating a meeting is similar to creating an appointment but you would usually invite other attendees to a meeting, steps: 1. Click on the arrow to the right of the New button. 2. Select Meeting Request from the drop down menu. 3. Enter the meeting details as required. 4. To invite attendees to your meeting, click the To button. 5. The Address Book will open. 6. Find the contact you wish to invite for the meeting and click To/Required or Optional as appropriate. 7. Until you have entered the name(s) of all attendees, click OK. 6. 7. You can use the Scheduling Assistant to check the schedule of your potential attendees to ensure that they are available for you allocated timeslot, if they are not available you can easily reschedule the meeting within the Scheduling Assistant screen. Within the Meeting screen, click the Scheduling Assistant tab 33 P a g e

The Scheduling Assistant will open displaying the availability information of all attendees. The Proposed meeting time is between the green and red vertical lines. OWA automatically generates suggested timeslots depending on attendee availability. If one of the attendees is busy or out of the office then a blue or purple bar will be displayed next to their name. Meeting room availability can be viewed here. To reschedule the meeting, change the Start and End date and times as appropriate and the Scheduling Assistant will update to display attendee and room availability for the new times: Once you have selected a suitable meeting time, click Send. A meeting request is sent to each attendee and they have the option to accept, decline or tentatively accept your invitation. The response will be sent to you. Your Calendar and their Calendar(s) are updated accordingly. 34 P a g e

6.6 Modify an Existing Meeting 6.6.1 Reschedule a Meeting 1. Within the Calendar double click on the meeting to open it. 2. Change the Start and End times as required remembering to check the attendee s schedules. 3. Once all the relevant changes have been made select Send Update. An update will be sent to all attendees. 6.6.2 Cancel a Meeting 1. Within the Calendar double click on the meeting to open it. 2. Click the Cancel Meeting icon 3. You will be prompted to send a cancellation message to the other attendees. 4. Click Send. The attendees will be automatically notified and the meeting will be deleted from all attendees Calendars. 35 P a g e

6.7 Receive a Meeting Request If you receive a meeting request from another person you can accept, decline or tentatively accept the meeting. You can also forward the request to another user. Steps: 1. The meeting request will appear in your inbox represented by this icon. 2. Double click on the message to open it. You will see this screen. 3. Click the relevant button to perform one of the following actions. Accept the meeting and add it to your calendar. The meeting organizer is sent a response. Tentatively accept the meeting. The meeting is added to your calendar as a tentative appointment. The meeting organizer is sent a response. Decline the meeting. Nothing is added to your calendar. Check your Calendar for that particular day to ensure that you are available. Reply to the sender without accepting or declining the meeting. Reply to all invitees without accepting or declining the meeting. Forward the meeting request to another person. Flag the meeting request for follow up, setting dates and reminders as required Apply a category to the meeting request. View the message details of the meeting request. Print the meeting request. Delete the meeting request. Move or copy the meeting request to a folder 36 P a g e

6.8 Calendar Reminders 6.8.1 Activate Your Reminders Option To ensure your Reminders are activated, steps: 1. On the Outlook Web App Bar select Options. Then select See All Options. 2. On the Options Navigation Pane, select Settings then Calendar 3. Find Reminders Options: 4. Ensure that the Show reminder alerts box is checked. 5. Click Save at the bottom right hand corner. 6.8.2 Set a Reminder to Snooze When you receive a reminder you may wish to set it to snooze so you can receive another reminder later. To set a reminder to snooze, steps: 1. Select a time period from the Click snooze to be reminded again in: drop down menu. 2. Click Snooze. You will be reminded again at the specified time. 6.8.3 Dismiss a Reminder You may wish to dismiss a reminder, which closes the Reminder dialog box and cancels all future reminders. When the reminder appears, click Dismiss 37 P a g e

7. Your Tasks Assign Tasks to colleagues or to keep track of your personal responsibilities. Reminders can be set so deadlines are met and you can attach files to Tasks so work can easily be shared. The Tasks folder will assist you in managing your work. 7.1 Tasks Basics 7.1.1 Open your Tasks Click Tasks on the Navigation Pane. 7.1.2 The Task Toolbar and Navigation Pane Use this to change the way you view your Tasks. Options: Task Toolbar All - Displays the subject and due date for all your tasks including those which are marked as complete. Active - Displays all Tasks that have not yet been completed. Overdue - Displays all tasks which are incomplete and past their due dates. Complete - Lists all tasks marked as complete. Create new Task lists or navigate between Task lists New Task Delete Task Mark Task as Complete Move/Copy to Folder Set Category Task Navigation Pane Set Reading pane view: Right/Bottom/Off Check Messages 38 P a g e

7.2 Create a Task Click the New button the Task Toolbar OR Click the arrow to the right of the New button and select Task from the drop down menu. Steps: 1. Enter a subject for the task. 2. Enter the Due Date and Start Date using the drop down lists of dates. 3. Enter the Status and Priority. 4. If you wish to receive a reminder tick the Reminder checkbox and select a timescale from the list. 5. Attach a file if required. 6. Set the Recurrence if necessary. 7. Assign a Category if required. 8. Once you have entered all the information click Save and Close. 8. 5. 6. 7. 1. 2. 3. 4. 7.3 Modify an Existing Task Steps: 1. Double click on the Task to open it. 2. Make the required changes. 3. Select Save and Close. 39 P a g e

7.4 Mark a Task as Complete Click the Checkbox of the task. OR Double click the Task to open it. Select Mark Complete from the drop down menu. 7.5 Delete a Task Steps: 1. Select the Task you wish to delete. 2. Click the Delete icon. 40 P a g e

8. Use the Out Of Office Assistant When you are unable to check your email for a period of time, you may want to set up an Out of Office reply. You can create separate Out of Office messages for internal and external senders and set Out of Office replies to appear at particular times. Once the Out Of Office reply is switched on, anyone who attempts to email you will receive an automated message created by you. The sender is then aware that you are away from your email. Steps: Select Options from the Outlook Web App Bar, then select See All Options. Find the below shortcut Tell people you re on vacation.. To set the Out of Office Reply to reply to senders within the organization, steps: 1. Select Send automatic replies. 2. If you want the message to appear only at certain times, select the checkbox Send replies only during this time period and enter the Start and End times. 3. Type the message you want to reply to senders within the organization and use the formatting options to format the message. 4. Click Save. 1. 2. 3. 4. 41 P a g e

To set the Out of Office Reply to senders out of the organization, steps: 1. Put a tick in the checkbox of Send automatic reply messages to senders outside my organization. 2. If you want to limit your Out of Office Reply to your Contacts, then select Send replies only to senders in my Contacts list. Alternatively, if you want to send your Out of Office Reply to all external senders, then select Send replies to all external senders. 3. Type the message you want to reply to external senders and use the formatting options to format the message. 4. Click Save. 1. 2. 3. 4. To switch off the Out of Office Reply, select Don t send automatic replies, then click Save. 42 P a g e

9. Rules You can set up rules to automatically perform certain actions on incoming messages. 9.1 Create a New Rule 1. Select Options from the Outlook Web App Bar, then select See All Options. 2. Select Organize E-mail. 3. Select Inbox Rules. 4. Click New Rule. A Drop down menu will appear. 5. Select your required action from the list and follow the instructions provided by the Rules Wizard. 43 P a g e

9.1.1 Move Messages from someone to a folder Steps: 1. Click Select people and use the Address Book to select the required sender. 2. Select Move the message to folder to show the selection and select the relevant folder from your folder list. 3. Select More Options and enter Exceptions as required. 4. Name the Rule. 5. Click Save. 1. 2. 3. 4. 5. 44 P a g e

9.1.2 Move Messages with Specific words in the subject to a folder Steps: 1. In the Rule section, select It includes these words > in the subject. 2. Click Enter words and add words or phrases as required. Click icon Add and click OK. 3. Click Do the following to show the selection and select the relevant folder from your folder list 4. Select More Options and enter Exceptions as required. 5. Name the Rule. 6. Click Save. 1. 2. 3. 4. 6. 45 P a g e

9.1.3 Move Messages sent to a distribution list to a folder Steps: 1. Click Select people and use the Address Book to select the required sender. 2. Click Select One and select the relevant folder from your folder list. 3. Select More Options and enter Exceptions as required. 4. Name the Rule. 5. Click Save. 1. 2. 3. 4. 5. 46 P a g e

9.1.4 Delete messages that have specific words in the subject Steps: 1. Click Enter words and add words or phrases as required. Click icon Add and click OK. 2. Select More Options and enter Exceptions as required. 3. Name the Rule. 4. Click Save. 1. 2. 3. 4. 47 P a g e

9.1.5 Create a New Rule for Arriving Messages 1. Select the relevant condition entering information in the Rule section as required. 2. In the Do the following section, select the relevant action entering information in the Rule Description section as required. Select More Options 3. Select More Options and enter Exceptions as required. 4. Name the Rule. 5. Click Save. 1. 2. 3. 4. 5. you have completed all the stages and are ready to save your Rule, click Save and Close. 48 P a g e

9.2 Change an Existing Rule Within the Rules screen, 1. Highlight the Rule you wish to change and click Details OR double click on the rule you wish to change 2. Make the changes as required. 3. Click Save. 9.3 Reorder Your Rules Use the arrow buttons to change the priority of the rules. 9.4 Delete a Rule Highlight or Tick the rule you wish to delete. Select Delete.. When ask if you are sure to delete the selected item, click OK.. 49 P a g e

10. Email Account Management 10.1 Check the Size of Your Email Account Place the mouse cursor on top of your mailbox name for a while, a popup will show up and display your existing usage and quota. 10.2 Empty Your Deleted Items Folder When you delete items they are moved to the deleted items folder. You need to empty the deleted items folder to permanently remove them from your mailbox. Steps: 1. On the Navigation Pane, right click on Deleted Items folder. 2. Select Empty Deleted Items: 3. When ask if you are sure to delete the selected item, click OK. The deleted items folder will be emptied. 50 P a g e

10.3 Deal with Junk Emails If you regularly receive unwanted or unsolicited email messages you may wish to use the Junk E-mail Prevention facility. Within Outlook Web App you can set up lists of Safe Senders, Safe Recipients and Blocked Senders: Safe Senders: Senders who you want to receive messages from. Blocked Senders: People and domains that you don t want to receive messages from. Safe Recipients: Mailing lists that you are a member of and wish to receive emails addressed to. Steps: 1. Click Options on the Outlook Web App Bar. Click See All Options. 2. Select Block or Allow 3. Ensure the radio button to the left of "Automatically filter junk e-mail" is selected. 4. Enter sender or domain that you wish to receive the email from under Safe Senders and Recipients and that you do not wish to receive the email from under Blocked Senders. Click Add icon. Highlight the sender or domain and Edit or Remove as required to modify. 5. Click Save. 10.4 Change Password Steps: 1. Click Options on the Outlook Web App Bar, click Change Your Password. 2. Enter Current Password. 3. Enter New Password and Confirm new password. 4. Click Save. 51 P a g e

11.Log out of OWA You must remember to log out of your email account to prevent other users from accessing your mail and potentially abusing your account. Click the Sign Out icon which can be found on the Outlook Web App Bar. 52 P a g e

12.Get Help We are glad to assist you with any enquiry or issue on the setup and use of service. Please contact our Customer Support & Service via phone at 3160 3160. 53 P a g e